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  1. #1
    Join Date
    Nov 2009
    Posts
    223

    Red face Unanswered: Income and Expenditure - 1 or 2 Forms?

    Should I keep all my Income and Expenditure fields on ONE Form? Or is it best to split them into TWO separate Forms?

    1. My Income Form currently has 13 Text Boxes which are manually populated by the User.
    Then I have an additional 18 Fields which automatically populated based on the value of one of the Fields on the Expenditure Form (these are currently populated via SubForms)

    2. My Expenditure Form currently has 23 Text Boxes which are manually populated by the User.
    Then I have an additional 22 Fields which automatically populated based on the value of one of the Fields on the Expenditure Form (these are currently populated via SubForms)


    I just wondered if it was possible or recommended to combine the 2 Forms together? This could make it easier for the User to just have one Form?

    But my initial thoughts are that this would be too complicated and that 2 separate Forms is the best way?
    Eg. The User will open the Income Form to record any income. But then has to open the Expenditure Form to record any expenditure?

    How do other suggest dealing with this problem?
    What would you attempt to do if you knew you would not fail?

  2. #2
    Join Date
    Nov 2004
    Location
    out on a limb
    Posts
    13,692
    Provided Answers: 59
    13 text boxes for an income item
    23 text boxes for a payment
    this has the whiff of iffy design to me.

    how come you need 23 text boxes ofr a payment
    off hand I can think of a few relevant items for a pyamnet
    eg
    date/time
    value
    destination (which I woudl expect to be a FK to say suppliers/customers
    project/classification itsefl a FK to a tabel that identifes what the payment is associated with
    description/narrative
    I'd rather be riding on the Tiger 800 or the Norton

  3. #3
    Join Date
    Nov 2009
    Posts
    223
    I am always willing to listen to suggestions on how to better my database design and/or layout. I acknowledge that I am only an amateur when it comes to Access.

    I had the idea of keeping Rental Income and Commission on a separate Form and away from the remaining Payment costs which are all ‘reimbursable costs’ (such as repairs, payment of electricity bill etc).

    I had designed my Management Form to include money coming in and money going out, all against one ManagementID.
    It has the following 21 Fields:-

    BASICS
    1. ManagementID (Auto)
    2. For which Property No.

    INCOMING MONEY
    3. Transaction Type 2 (Add to Maintenance Float, Transfer From Current Balance etc)
    4. Date Money Received
    5. Amount Money Received
    6. Money Received From (Owner, Renter, Other) to Pay for below costs Money Received By (name of employee)
    7. Method of Receipt (cash, cheque, credit card etc)
    8. Cheque No.
    9. Cheque Date

    OUTGOING MONEY
    10. Transaction Type 3 (Repair Work, Phone, Electricity etc)
    11. Date Money Out
    12. Money Paid To (phone company, work contractor etc)
    13. Money Out By (name of employee)
    14. Method of payment (cash, cheque, credit card etc)
    15. Cheque No.
    16. Cheque Date

    WORK ORDER DETAILS (if payment is to a Contractor)
    17. WorkContractorID
    18. Description of Work
    19. Date Work Completed

    20. General Comments
    21. Search Box
    What would you attempt to do if you knew you would not fail?

  4. #4
    Join Date
    Feb 2004
    Location
    New Zealand
    Posts
    1,418
    Provided Answers: 7
    If I was doing this I would be putting the data into its own tables


    Management (table)
    ManagementID PK
    ...
    ...
    ...
    ...
    ...

    InCome (table)
    InComeID PK
    ManagementID FK
    ....
    ....
    ....
    ....

    OutCome (table)
    OutComeID PK
    ManagementID FK
    ....
    ....
    ....
    ....
    ....

    or you could have one table for the income and outcome

    EXPENSES (table)
    EXPENSESID PK
    ManagementID FK
    EXPENSESTYPE (income or outcome)
    ......
    ......
    ......
    ......
    ......
    ......

    this way u can have 1 ManagementID but with many InCome Outcome or EXPENSES

    then I would create the INcome/outcome forms first

    then create the Management form drop the INcome/outcome forms onto the Management form and access should create the LInk for you and a
    parent/child thing then when you move to each management record the sub form (childs) should change.
    hope this help

    See clear as mud


    StePhan McKillen
    the aim is store once, not store multiple times
    Remember... Optimize 'til you die!
    Progaming environment:
    Access based on my own environment: DAO3.6/A97/A2000/A2003/A2007/A2010
    VB based on my own environment: vb6 sp5
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    VB-NET based on my own environment started 2007
    SQL-2005 based on my own environment started 2008
    MYLE
    YOUR PASSWORD IS JUST LIKE YOUR TOOTHBRUSH DON'T SHARE IT.

  5. #5
    Join Date
    Nov 2009
    Posts
    223
    myle,

    thanks very much for all your suggestions.

    I had been thinking about creating two separate tables for Income and Expenditure.
    But I wasn't sure how to join two Tables together to produce a Profit/Loss Report.
    At the moment, I am thinking that the Report coudl be more easily done with a Query?
    I am trying to think of a reason why I would want to join two tables together
    What would you attempt to do if you knew you would not fail?

  6. #6
    Join Date
    Nov 2009
    Posts
    223
    Is it normal working practice to input Income details onto one Form.
    And to input Expenditure details onto a separate Form?
    What would you attempt to do if you knew you would not fail?

  7. #7
    Join Date
    Nov 2004
    Location
    out on a limb
    Posts
    13,692
    Provided Answers: 59
    in an accoutning system yes
    but then traditionally you have a purchase ledger and a sales ledger
    I'd rather be riding on the Tiger 800 or the Norton

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